ALAMEDA COUNTY EVERYONE HOMEINSTRUCTIONS FOR HMIS 2017 RENEWAL and NEW PROJECT APPLICATIONs

EveryOne Home, Alameda County’s Continuum of Care Lead Agency, is inviting local applications for renewing CoC projects and new permanent housing bonus projects and new projects created using reallocated funds from the CoC’s existing Annual Renewal Demand (ARD). The United States Department of Housing and Urban Development (HUD) requires all projects applications to be rated and ranked by the local Continuum of Care (CoC) in order to be included in the collaborative application. Without a local application, projects cannot be scored or ranked and cannot be included in the final application package.

New and renewing applications are being combined into a single project application with some questions needing to be answered differently by new or renewing applicants. This application should be used for both Renewing and new HMIS applications. Applications for other project types are available on the EveryOne Home website: http://everyonehome.org/our-work/hud-coc-nofa/.

Local application due date: Wednesday, August 30, 2017 by noon via email to info@everyonehome.org .

The results of the local Rating and Ranking process will be announced on Wednesday, September 13, 2017. If changes to the Rating and Ranking List are necessitated by the results of the Appeals Process, they will be announced on Tuesday, September 19, 2017 and published on the EveryOne Home website.

Available Funds: Alameda County’s approved Annual Renewal Demand (ARD) = $33,272,919. The CoC can submit renewing and reallocated projects for up to that amount plus an additional $1,996,375 in Permanent Housing Bonus funds for one or more new permanent housing projects. The application package will also include a CoC Planning Grant of up to $998,188. This amount is not ranked competitively and does not affect the amount available to projects. If it is not requested by the Collaborative Applicant for CoC Planning activities it cannot be accessed by the CoC.

The total funds requested from Alameda County that are competitively scored cannot exceed the combined amounts of the ARD and the bonus funds, which is currently = $35,269,294.

Reallocated and Bonus funds available for new projects:Alameda County CoC will have a minimum available to be reallocated to fund new projects. Additional funds may come available because projects reduce their renewal amount or elect not to submit. The CoC welcomes voluntary reallocation of HUD funds. Projects that can be funded using reallocated dollars include:

a. New permanent supportive housing (PSH) projects that meet DedicatedPLUS requirements or new PSH projects where 100% of beds are for the chronically homeless.

b. New rapid rehousing (RRH) projects that will serve homeless individuals and families, including unaccompanied youth.

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c. New Joint Transitional Housing (TH) and Permanent Housing-Rapid-Rehousing (PH-RRH) component projects.

d. New dedicated HMIS projects.

The Continuum is also eligible to apply for permanent housing bonus projects. Bonus funds may only be used for project types a., b., and c. above.

Because any new permanent housing project can be funded using either bonus or reallocated funds, new permanent housing applications that are either PSH, RRH, and Joint TH and PH-RRH are strongly encouraged.

Eligible Applicants:

Only the HMIS Lead Agency may apply to the HUD CoC program for operating a Homeless Management Information System (HMIS). Alameda County Department of Housing and Community Development is the HMIS Lead agency for the Continuum of Care and the only eligible applicant for this project type. Applicants for renewing grants must be listed as the current grant recipient on the CoC’s 2017 Grant Inventory Worksheet approved by HUD.

Submission Requirements:

All project types must submit their local application via email to EveryOne Home at info@everyonehome.org, by noon, August 30, 2017. In addition to the completed local application form, applicants must include copies of all required back up documentation not submitted ahead of time as a PDF. The file name for the attachment document should reflect the applicant and project names.

Projects must also complete a project application in e-snaps by close of business on September 13, 2017. This year, renewal projects will have the opportunity to submit project application in e-snaps with no changes. Instructions for determining if this is an appropriate action for your project, and steps on how to do it, are embedded in the e-snaps application instructions online. Any questions concerning e-snaps or that application process should be submitted to Riley Wilkerson at Riley.Wilkerson@acgov.org, at Alameda County Department of Housing and Community Development, who functions as the CoC Collaborative Applicant.

The items below are separated into categories, but can be submitted as a single PDF. All items below are required to be attached for applicants to receive full points on a related section of the application. There is a checklist included with the application which can be utilized to ensure that all relevant items are enclosed.

The required documents and instructions for their uses are described in greater detail in the sections below.

HMIS Based-Reports:a. HMIS report verifying bed coverage (2017 HIC)b. HMIS report verifying ability to generate, system-wide APRs, AHAR, and the CAPER (most recent

submissions)

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c. Proof of the sheltered PIT and sub-populations report submitted for January 2017. (2017 PIT)d. Systemwide APR for (Federal fiscal year ending 9/30/16)e. HMIS reports verifying ability to produce HDX tables for systemwide performance report

(Federal fiscal year ending 9/30/16)

Grant and Fiscal Management documentsa. Proof of submission of the last three APRs, including due date and date of submission b. Proof of LOCCS draws, including date of draw request, for the last two complete grant cyclesc. Applicants proposing new projects can include APRs and LOCCS draws for comparable projectsd. Most recent annual audit with Management Letter—must be from a fiscal year ending

December 31, 2015 or later. A link to an on-line audit is acceptable.

Applicants responding to this RFP should be very familiar with the 2017 HUD NOFA issued, and with the detailed guidance for completing new and renewing applications in e-snaps. Applicants are expected to know the eligible types of assistance, eligible populations, required match and other requirements from HUD. See https://www.hudexchange.info/resources/documents/FY-2017-CoC-Program-Competition-NOFA.pdf for more information.

HUD Tiers, Project Scoring and Ranking:

HUD continues to require CoCs to rank their projects in two tiers, Tier 1 and 2. Tier 2 projects are at risk of not getting funded and must compete against all other Tier 2 projects nationally. For 2017, Tier 1 is 94% of the CoCs FY 2017 Annual Renewal Demand. Based on the currently approved ARD, the CoC’s Tier 1 and Tier 2 break out as follows:

Total Annual Renewal Demand = $33,272,919Tier 1 Amount = $31,276,544Permanent Housing Bonus = $1,996,375Tier 2 = $3,992,750CoC Planning Grant = $998,188 Total Submission allowed = $36,267,482

Tier 2 is the difference between Tier 1 and the CoC’s ARD, plus any amount for the Permanent Housing Bonus. HUD will fund Tier 2 projects after it has made funding awards to all Tier 1 projects nationally. This year, HUD will again rank all Tier 2 projects against all other Tier 2 projects nationwide. In 2017, project type has been removed as criteria for Tier 2. Projects will be scored on a 100-point scale based on the following:

a. CoC Score: Up to 50 points in direct proportion to the score received on the CoC Application rounded to the nearest whole point. Based on Last year’s CoC score of 159.25 our Tier 2 projects would have received 40 points out of 50.

b. CoC Project Ranking: Up to 40 points for the CoCs ranking of the project. See page 16 of the NOFA for a detailed description of the formula.

c. Up to 10 points for commitment to applying the Housing First model.

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Tier 2s from Continuums with high scores on their CoC Application have the best chance of sustaining or increasing their ARD in this competition.

Locally, project HMIS projects will be score on a 100-point scale in five categories:

1. Project Type = Up to 5 points2. Bed Coverage = Up to 15 points3. Generating Required Reports = Up to 15 points4. Point-In-Time Count and subpopulations= 15 Points5. Ability to Generate System Performance Report = 10 points6. Spending = Up to 5 points7. Grant Reports = 10 points8. HMIS Data Quality = Up to 15 points9. Quality Assurance = Up to 10 points

The scoring tool at the back of the application details how projects earn points in each category. Both new and renewing projects will be ranked together based on their application scores. In cases where questions or point calculations differ between existing (renewal) and proposed (new) projects, the questions or instructions for proposed projects will be highlighted as they are here. The application form and the scoring tool are tightly linked. As you prepare the application, the scoring chart at the end of this local application can be detached and used alongside many of the sections to self-score.

Projects must score a minimum of 60 points to be assured inclusion in the application package. Projects scoring below that threshold will be reallocated. Applicants are strongly encouraged to review the local application, and to self-score their project on the performance indicators as soon as possible to determine if they will meet the minimum score. If in self-scoring the project does not appear to meet threshold, please contact info@everyonehome.org.

In addition to the total score projects receive, reviewers may use additional factors to break ties, adjust the final ranking to place the maximum dollars in Tier 1, include projects that score below 60 points, and/or meet other local objectives for a strong and balanced package that maximizes points for the entire Continuum. Factors that may be considered include:

the geographic and population diversity of the projects included; the projected impact of the loss of any residential buildings on homeless people; the expiration date and amount of the grant.

Download a Word version of this application from the EveryOne Home website at http://everyonehome.org/our-work/hud-coc-nofa/. Save your completed application and its attachments as a PDF with agency, project, and content in the file name and attach to an email to info@everyonehome.org to submit as described on page 1. Multiple PDFs for agencies with large files for backup are acceptable. Public entities are welcome to submit their audits via link in the cover email with page numbers of findings and management letters indicated in their communication.

For questions regarding the completion of the local application, please contact EveryOne Home at info@everyonehome.org. The Frequently Asked Questions (FAQ) period starts on August 11, 2017 and

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ends on August 24, 2017. All questions received will be responded to in writing and posted to the EveryOne Home website.

All project applications received by the deadline will be reviewed and applicants will be notified by September 13, 2017 of their score, their initial ranking and whether they are being included in the Consolidated Application. Ranking is subject to change according to appeals (if any) and the final ranking will be released September 19, 2017.

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ALAMEDA COUNTY CONTINUUM OF CARE HMIS LOCAL APPLICATIONUpdated 8/15/2017

GENERAL SECTION

a. Project Name:

b. Applicant Name:

c. This project is not submitting a request for HUD funding in 2017. If you are not submitting a project application please complete item d. below, make a PDF of this page and submit it via email to info@everyonehome.org

d. Please list name and title of person authorized to submit this application or withdraw it from

consideration:

e. Primary Activity Type (5 points): Existing HMIS New HMIS

f. Capacity

Number of records in data system:

Annual Growth in records: # of records added in program year October 1, 2015 – September 30,

2016

# of active user licenses # of member agencies

g. Service Area: Primary location of Project (city): Areas of the County served by Project (list specific cities or regions):

h. Amount of application:

Does this amount match what is listed in the GIW? Yes No N/A is a new HMIS project.

If no what is the amount by which the request is being reduced?

i. End date of current HUD grant:

j. Please insert the General Description of your project

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$

$

k. Does this project or the applicant agency have any of the following issues: 1) Any audit findings from a HUD monitoring that are overdue or have not been satisfactorily resolved; 2) A current outstanding obligation to HUD that is in arrears or for which a payment schedule has not been agreed upon; 3) Audit findings from any auditor that have not been resolved?

No Yes

If yes, explain status of issues:

Attach a copy of the direct grantee’s most recent Annual Independent Audit. Audits from sub- grantees are not required. Applicants who are able to provide a link to an on-line version of your audit may do so for ease of submission. Include the link in your cover email. All other applicants please submit your documents in PDF form attached to your submission email. Explain if the audit is not for the most recently finished fiscal year. All applicants must include a copy of their Annual Independent Audit regardless of answer to any of the questions in this section.

PERFORMANCE OUTCOMES (Up to 55 Points). The following section is related to project performance related to HMIScontributions to the Continuum of Care’s performance:

Performance Factor A: Bed Coverage (15 Points)

Excluding those for victims’ services, what percentage of the Continuum of Care bed capacity is covered by HMIS? This includes all emergency shelter, transitional housing, rapid rehousing, and permanent supportive housing.

Performance Factor B: Generating Required Reports (15 Points)

Does the HMIS system generate the following reports?

Annual Performance Report No Yes

Annual Homeless Assessment Report No Yes

CAPER No Yes

Performance Factor C: Point in Time Count and Sub-populations (15 Points)

Was the sheltered point-in-time count conducted in January of 2017? No Yes

Was it submitted in HDX by 5/5/17 No Yes

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%

Did it include all sub-population data? No Yes

Performance Factor D: Generation of System Performance Measure Report (10 Points)

Did HMIS generate the System Performance Report? No Yes (if yes, attach it)

Was it submitted in HDX by 6/5/2017 No Yes

Did it include all requested data? No Yes

SPENDING (Up 5 points)

HUD and Congress have both emphasized the importance of spending all allocated grant funds each contract year.

a. All applicants must complete this chart, even if the project had no funds remaining in the most recent grant year.

Unspent funds Dates of grant year Amount of Total Grant awarded

Amount unspent and returned

% of grant award unspent (Amount unspent / Amount of Total Grant)

Most recently completed grant yearPrevious Year

2 years previous

b. Please explain any unspent grant funds in the most recent year. Narratives with detailed explanation and strategies to reduce under-spending will be awarded more points.

c. If in the most recent year, and at least one other year in the last three, under-spent funds exceeded 5% or more of the grant, please provide additional detail on unspent funds in earlier years. Explain both patterns and one-time occurrences leading to this result. Describe what steps have been taken to increase expenditures in the current and coming years. Narratives with detailed explanation and strategies to reduce under-spending will be awarded more points.

REPORTS AND INVOICING (Up to 10 points)Page 8 of 13

i. Timely Submission of APRs: Proof of timely submissions can be demonstrated via e-snaps as indicated in the screen shot below.

End date of Grant

Due date of APR

Submission dates of APR:

Most Recent Year Prior Year Two years Prior

Submissions must include all columns presented below. Proposed projects may submit proof of timeley submission of APRs for a comprable program and /or other federal grants and progress reports

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ii. Timely Draw Downs from LOCCSProof of timely draw downs can be demonstrated via LOCCS, as indicated in the screen shot below (click here for instructions)

Grant year from to

Dates of draw requests from last two grant cycles

Submissions must include all columns as presented below. Proposed projects may submit proof of timely draw downs for a comparable program or other federal grants and progress reports.

HMIS DATA QUALITY (Up to 15 Points)a. In previous applications, applicants have been required to run the HMIS Data Completeness Report Card. In 2017, due to changes in the APR, data quality can now be extracted directly from that report, with no need to run an additional data quality report. Applicant can find their data quality to plug in the formula below in APR questions 6a through 6e. Use systemwide APR.

6a – Data Quality: Personal Identifying Information

Data Element Client Doesn’t Know

Information Missing

Data Issues

% of Error Rate

Name

SSN

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DOB

Race

Ethnicity

Gender

Overall Score A

6b – Data Quality: Universal Data Elements

Data Element Error Count

% of Error Rate

Veteran Status B

Project Entry Date C

Relationship to Head of Household

Client Location

Disabling Condition D

6c – Data Quality – Income and Housing Data Quality

Data Element Error Count

% of Error Rate

Destination

Income and Sources at Entry E

Income and Sources at Annual Assessment

Income and Sources at Exit

To find the average score for your project: (A + B + C + D + E) / 5 = % that will serve as the project grade

Insert your average percentage here: (from the equation above)

QUALITY ASSURANCE (Up to 10 points)

Narrative: Please use the space below to describe policies, procedures and actions project implements to ensure valid program entry and exit dates, regular training and TA for users, continual updates to data quality, and outcome reports for programs and system.

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%

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2017 HUD NOFA SCORING FOR HMIS RENEWAL and NEW PROJECTSItem to be scored Points

Activity Type = 5 Points Maximum Renewing HMIS = 5 Points New HMIS = 4 Points

Performance Factor A: Bed Coverage = 15 Points Maximum

15 points for bed coverage of 86% or higher 10 points for 64% or higher 5 points under 64% with plan to increase coverage 0 points for coverage under 64% and no plan

Performance Factor B: Generating required reports = 15 Points Maximum

15 points if HMIS can generate APR, AHAR, CAPER 10 points if HMIS can generate 2 of 3 5 points if HMIS can generate 1 of 3 0 points if HMIS cannot generate these reports

Performance Factor C: Point in Time Count and sub populations = 15 Points Maximum

15 points if PIT was conducted in Jan ’17, submitted in HDX by 5/5//2017, and included subpopulation data

10 points if 2 of 3 occurred 5 points if 1 of 3 occurred 0 points if these tasks were not complete

Performance Factor D: 10 pointsCan generate New System Performance Report

10 points if HMIS generates this report and submits information in HDX by 6/5/2017

Spending = 5 Points Maximum Renewal grant had no unexpended funds in the last grant year; = 5 pts Had unexpended funds in the last grant year greater than 5% of grant

amount and is voluntarily reducing grant = 4 Points Had unexpended funds in the last grant year and has provided a

reasonable explanation (as determined by application scorers) = up to 4 Points--Narratives with detailed explanation and strategies to reduce under-spending will be awarded more points.

Grant Reports = 10 points Project or provided evidence of on time submission of APRs and quarterly LOCCS draws for the last three grant cycles = 10 Points

Project provided evidence of on-time submission of APRs and quarterly LOCCS draws for the last three grant cycles or for as long as the project has operated if less than three years old, at least 75% of time = 5 Points

HMIS Data Quality = 15 Points 15 points if system has below 10% of null or missing data, and below 10% or refused or unknown responses

9 points if 1 of 2 criteria is met 0 points if neither are met

Quality Assurance = 10 Points Maximum

Up to 10 points for narrative that describes clear policies to ensure valid program entry and exit dates, regular training and TA for users, continual updates to data quality, and outcome reports for programs and system

Total Possible Points 100Note: Proposed HMIS new projects will be scored on the performance of the existing HMIS project and are eligible for the same point values

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